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Workflow: Send a notification message RRS feed

  • Question

  • I have a doument library with column assign to. I need a workflow (with sharepoint designer) to send a notification message to assigned user. My Question is: I want to start this workflow by creating and changing item. But the problem is if I change other metadata of one item (not assign to) the user will receive also the email. Is it possible to define a condition so that the mail will be sent only after changing assign to value? And how can I create a collection of meta data of one document as email body just like alert function from sharepoint?

    • Edited by hulu0808 Monday, October 17, 2011 8:07 AM
    Monday, October 17, 2011 7:27 AM

Answers

All replies

  • For creating the body of the Email with document metadata use the 'Build Dynamic String' action of SPD

    For your requirement to send notification on change of Assigned To field:

    • Allow management of content types
    • Add a 'Old Assigned To' column and do not include this into your content type
    • On creation of item use workflow to set the value of 'Old Assigned To' field equal to 'Assigned to' field
    • On item edit workflow check if the 'Assigned To' field is same as 'Old Assigned to' field. If different perform your action else stop the workflow and exit.

    Let me know if you need any help in implementing it


    Shubham Goyal
    Monday, October 17, 2011 9:55 AM
  • Thank you, it works. But I have find aother problem. In email body I put the link of document (http://server/doclib/[docname]) But the docname include many blank. Then in Email body the link will be not complete, but only still blank (e.g. http://server/doclib/xxx yy zz.doc)

    How can I replace alle the blank with %20?

    Monday, October 17, 2011 12:52 PM
  • Glad to be of help

    For sending url:

    In build dynamic string you can create entire HTML body.

    So you need not worry about creating the url and replacing spaces

    Refer this

    http://office.microsoft.com/en-us/sharepoint-designer-help/send-e-mail-in-a-workflow-HA010239042.aspx#BM3


    Shubham Goyal
    • Marked as answer by hulu0808 Tuesday, October 18, 2011 12:47 PM
    Monday, October 17, 2011 5:52 PM
  • Thank you, that is very helpful for me!!
    Tuesday, October 18, 2011 12:47 PM